Computer System Retirement Guidelines

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1 DOE Systems Engineering Methodology (SEM) Computer System Retirement Guidelines Version 3 September 2002 U.S. Department of Energy Office of the Chief Information Officer

2 Table of Contents Section Page Purpose... 2 Initiation and Distribution... 2 Resource... 2 General Information... 2 Disposition of Retiring Information Systems... 2 Identification of Retiring Information Systems... 2 Retirement process... 2 Definitions... 3 Participants... 5 Initiate Retirement... 6 Review the Authorization Request Remove the Software Platform System Documentation Assemble the Retirement Folder Review the Retirement Folder Approval of System Retirement Final System Retirement Tasks List of Figures Page Figure 1. DOE F , Records Inventory and Disposition Schedule... 7 Figure 2. DOE F , request for Records Disposition Authorization... 8 Figure 3. Memorandum Authorizing Retirement... 9 Figure 4. DOE F , Request for System Control Identification Number Figure 5. Retirement Checklist Figure 6. System Retirement Notification Memorandum Figure 7. Attachment - Sample HQ System Retirement Action Memorandum Figure 8. Retirement Completion Memorandum Date: September 2002 Page 1

3 Purpose: This procedure establishes the process for the orderly retirement of both classified and unclassified information systems (IS), regardless of software platform or size. It also addresses the disposition of IS records according to Department of Energy (DOE) requirements listed in the references. It may not include the removal of information systems from the software libraries used for software reuse and sharing. These procedures should be followed to remove software, data, and references to an information system from all computer operating platforms and to notify other offices who keep records of computer applications that a system has been retired. Initiation and distribution: Reference: Resource: General Information: Disposition of Retiring Information Systems: The procedure for Computer System Retirement Guidelines is initiated by the Chief Information Officer (CIO) for adoption by all DOE organizations that may be involved in a system retirement. DOE Software Engineering Methodology, September $ The Software Quality and Systems Engineering Web site. $ GAO Report to Congress on Electronic Records, GAO , June $ DOE A, Records Disposition, April $ National Archives and Records Administration (NARA), Records Management Web Site. The System Owner (or Program Manager) has overall responsibility for retirement of an information system. The federal or contractor System Manager is responsible to the organization's (federal) Information Management (IM) point-of-contact and System Owner for the orderly review and processing of the retirement. Disposition for a retiring information system will depend on retirement conditions. The System Owner must identify this criteria in the retirement initiation memo, and have it certified by the Program Manager or the DOE (or Headquarters, if at Headquarters) Records Management Officer. Data is not being converted to another data base: If the system is being "totally" retired, the data must be preserved in accordance with DOE A, RECORDS DISPOSITION, for that system's type of data and the time period specified in the Order. All software required to manipulate the data must be retained for the same duration. Requests for a "total" retirement must be supported by an approved DOE F , Records Inventory and Disposition Schedule (RIDS), and a DOE F , Request for Records Disposition Authorization. Date: September 2002 Page 2

4 Data is being converted to a newly developed or redesigned database: If the data will not be retired and archived, but will remain active in a new database, the record-keeping requirements will be minimal. Computer resident data shall not be destroyed until all machine-readable data and software (e.g., production source, load modules, job control language) are backed up to tape or other magnetic or optical media, and retained for the specified time period in a approved and secured vault. In addition, a complete copy of all system documentation must be retained with the information system retirement media either in the vault, or in a safe area for easy retrieval to support any eventual re-activation or sharing of the system or software. Identification of Retiring Information Systems: The identification of information system retirement candidates can occur in several ways. $ System Owners may identify systems that are no longer needed or are being replaced by a new system. $ Through the annual long-range planning process by Information Management points-of-contact. $ Capacity planning/performance management reports may show systems are no longer needed through indications of inactivity such as low computing resource, computer time, and disk space utilization. $ An Information System Review or other operating system audit process may reveal inactive systems. $ The System Manager may identify no longer needed systems through a semiannual review for an assigned organization. In these cases, such as information systems with low maintenance activity, the System Manager may recommend that the System Owner initiate a retirement request. In all cases, it is the System Owner's responsibility to request and authorize the retirement process. Retirement Process: Several phases constitute the retirement process. The System Owner coordinates the retirement with his or her organization's Records Liaison Officer (RLO), Program Manager, site Records Management Officer, and DOE Departmental or Headquarters Records Officer, and authorizes the system retirement process through his or her Information Management Division. The System Manager coordinates the process through the System Owner's Support Staff. The Support staff oversees the retirement process at the direction of the System Manager to Date: September 2002 Page 2

5 ensure each participant completes his or her part of the retirement process. Each participant notifies the Support Programmer when his or her actions have been completed. Upon completion of all tasks, a "retirement folder" is forwarded to the System Manager who prepares a memorandum for signature by the Director of Information Management or Operations (whichever is appropriate) to the System Owner that the retirement has been completed. These phases are discussed in more detail in the Retirement Procedure. Definitions: Computer System Engineering Services: The team or organization responsible for the systematic approach to the specification, design, development, testing, operation, and maintenance of a computer system. Computer/Microcomputer/Local Area Network Client-Server Operations: The organization responsible for the maintenance of mainframe, minicomputer, microcomputer, local area network client/server functions including continuity of operations, operating system, and application backups. Director of Information Management: The manager with responsibility for the planning, management, and control of information as a corporate asset. Director of Operations: The manager with the overall responsibility for the management of the functional operations of information systems. Program Manager: The manager with the responsibility for a program area and the information system providing automated computing for the program area's missions and functions. The authorizing signature on the Records Inventory and Disposition Schedule. Quality Assurance Representative: The member of the Quality Assurance Team that is assigned to a project to conduct software quality assurance activities, such as reviewing plans and deliverables for compliance with applicable standards, and providing guidance and assistance on process matters. Quality Assurance Team: The team that conducts software quality assurance activities, such as reviewing plans and deliverables for compliance with applicable standards, and providing guidance and assistance on process matters. Records Liaison Officer: The office employee who provides record-keeping assistance to the Office and is the Office point-of-contact dealing with records management issues with the site Records Management Officer. Records Management Officer: The site authority for records management. Directly communicates with the Departmental Records Officer at Headquarters. Date: September 2002 Page 3

6 Support Documentation/Technical Writing: The organization responsible for assisting with the development of system documentation during a software engineering project, and maintaining current documentation through subsequent versions. Software Library/Inventory Coordinator: The organization or individual with the responsibility of maintaining site software libraries, repositories, and inventories. System Support Staff: The support personnel with knowledge of the system being retired sufficient to perform tasks assigned in the retirement process. System Owner: The information or program manager's system owner of record who is responsible for all development, enhancement, and maintenance activates associated with the system. System Manager: Has the overall responsibility to ensure the support staff coordinates and completes the procedures in this guideline with all participants in the retirement process. Date: September 2002 Page 4

7 Participants: The following is a list of participants involved in the retirement process. Participant System Owner Site Records Management Officer or Records Liaison Officer, and Program Manager System Manager Support Staff Systems Engineering Services/Operations System Documentation or Technical Writing Software Library/Inventory Coordinator Director of Information Management or Operations (whichever is appropriate) Responsibility Initiates the retirement process via memo to the Director of Information Management or Operations. Provides record-keeping guidance and assistance in preparing DOE F , Records Inventory and Disposition Schedule (RIDS), and DOE F , Request for Records Disposition Authorization, and authorizes disposition. Provides direction to Support Staff in the retirement process. Coordinates retirement process with retirement participants at the System Manager's direction. Conducts all software and data backup. Removes system from automated scheduling, continuity of operations, backup program, and software subsystems. Coordinates retirement of system documentation. Sends one copy to support staff to store with the retirement backup tapes. Maintains library for all computer applications. Reviews retirement request and forwards to System Manager. Originates and signs the retirement completion memorandum. Date: September 2002 Page 5

8 Initiate Retirement: This section provides guidelines for initiating the retirement procedure, which begins with the System Owner and records management officials. In the context of this document, the System Owner has the overall responsibility for system retirements. However, it may be appropriate for System Managers, Local Area Network Managers, or organizational Information Management points-of-contact to initiate a system retirement process. Participant Step Action System Owner 1 Coordinate retirement with the organization's Program Manager, RLO, and DOE Departmental and/or Headquarters Records Manager. Submit an approved DOE F , Records Inventory and Disposition Schedule (shown in figure 1), and DOE F , Request for Records Disposition Authorization (shown in figure 2) in accordance with DOE A, as appropriate. 2 Prepare a memorandum authorizing the retirement (shown in figure 3). 3 Submit DOE F , Request for System Control Identification Number (shown in figure 4), to request that any system control identification numbers be deleted, if necessary. 4 Send the memorandum and copies of DOE F's , , and to the Director of Information Management or Operations. Send copies to memorandum cc: list. Records Management Officer 5 Provide record-keeping guidance as appropriate, and assistance in preparing DOE F and Date: September 2002 Page 6

9 Figure 1. DOE F , Records Inventory and Disposition Schedule Date: September 2002 Page 7

10 Figure 2. DOE F , Request for Records Disposition Authorization Date: September 2002 Page 8

11 [Date] [System Owner Routing Symbol] Retirement of [system name; acronym; and module number, if applicable)] Director of Information Management (or Information Resource Management)/Operations [Depending upon the circumstances, choose one of the following two paragraphs for the first paragraph] This is your authorization for total retirement of the [system name], effective [date]. We no longer use the system and do not require access to the data. The data and software may be archived according to the time periods specified in the attached DOE F The system is operated on a [state hardware platform--standalone microcomputer, Local Area Network, VM processor, MVS processor. OR This is your authorization for the partial retirement of [system name], effective [date]. We no longer use the system and the data has been converted to another/new database. The data will remain active at the same classification level in the new database and should not be retired or archived. The system is operated on a [state hardware platform--standalone microcomputer, Local Area Network, VM processor, MVS processor. [The following is the second paragraph of the retirement memorandum.] This retirement process has been coordinated with my organization's Records Liaison Officer and the Proper Program Manager, and the Records Management Officer. I, therefore, authorize you to archive and retain the programs, files (and data when appropriate), and documentation for the time specified in the attached DOE F , Records Inventory and Disposition Schedule (RIDS), so that the system may be reactivated during that period, if necessary. If the system is not reactivated by the end of the retention period, dispose of it according to regular procedures. Attachments DOE F DOE F DOE F , as appropriate [System Owner] [Title] [Organization] cc: Organization's Program Manager System Manager Computer System Engineering Services Records Management Officer DOE Departmental Records Officer (for DOE-wide systems) Figure 3. Memorandum Authorizing Retirement Date: September 2002 Page 9

12 Figure 4. DOE F , Request for System Control Identification Number Date: September 2002 Page 10

13 Review the Authorization Request: Participant Step Action Director of Information Management or Operations (whichever is appropriate) 1 Review retirement request and forward it to the appropriate System Manager. System Manager 2 Review retirement authorization and determine if it addresses all requirements of this procedure and that it is acceptable. If acceptable... Provide Support staff with copies of the document and direction for processing the retirement. If not acceptable... Discuss concerns with the System Owner and resolve conflicts. 3 4 Place the original authorization documents in the system project file. Issue a revision to the support work order, if appropriate. 5 Provide direction to the Support Programmer for coordinating retirement. Date: September 2002 Page 11

14 Review the Authorization Request, continued: Participant Step Action Support staff 1 Coordinate retirement at the direction of the System Manager. 2 Establish a system retirement folder and prepare a retirement checklist (shown in figure 5) and a schedule. 3 Prepare a system retirement notification memorandum (shown in figure 6). Send memo to the specified organizations and related support staff. 4 Execute the removal of the system using the retirement checklist. 5 Monitor the retirement actions of each of the organizations outlined in the retirement notification memorandum. 6 Submit DOE F , Request for System Control Identification Number, to Computer System Engineering Services/Operations. Date: September 2002 Page 12

15 Retirement Checklist Retirement authorization letter from the system owner. (*) Support work plan signed off (one system work plan) or work plan revised (multi-system work plan) per System Manager direction. (*) Memorandum to all specified organizations and support areas to notify them of retirement. (*) DOE F , Request for System Control Identification Number, completed by System Owner for deletion of system module number, if applicable. (*) Copy of signed DOE F (RIDS) placed in retirement folder, if appropriate. (*) For a "total" system retirement, a copy of DOE F , Request for Records Disposition Authorization, must be approved and signed by the site Records Management Officer. (*) Final report cycle offered to System Owner. Production source, load modules, job control language, and all other system (information system, operational, etc.) software copied to tape (or diskette for microcomputer), and placed in a secured vault. One complete copy of system documentation (User System Reference Manual and Programmer System Reference Manual) stored with tapes or easily accessible area. Remaining system documentation removed from all sources and Documentation/Technical Writing Departments. Modules deleted from Test Source and Test Load Libraries. Modules deleted from the Production Source and Load Libraries. PROCS deleted. Revoke all access (LOGONIDs/USERIDs) to the system. Coordinated retirement with Software Library/Inventory Coordinators. Submit DOE F , Request for System Control Identification Number, to Computer Systems Engineering Services/Operations, if applicable. (*) Prepare proposed retirement completion memorandum from the Director of Information Management or Director of Operations (whichever is appropriate) to the System Owner. (*) Other (specify). * Copy to be included in the retirement folder. Figure 5. Retirement Checklist Date: September 2002 Page 13

16 Memo to: [Distribution List] From: Subject: [Support Staff Manager/Supervisor] Notification of Intent to Retire the [system name, (acronym), system module number, if applicable] This is to inform all concerned organizations that the [system name, (acronym), system module number], is being retired as of [date]. Attached is the memorandum received from the System Owner that authorized this retirement (Attachment 1). Also, included is a list of the activities that were coordinated by the Support Programmer for the retirement process (Attachment 2). The primary purpose of this system was [state purpose]. ["Note that this system was used to process classified data" or "contained data which has been determined to be privacy data."] This system was designed by [system designer] and installed on [date]. This system was in [production/development/process of implementation] status when [System Owner] of [Organization and Location] requested retirement for [reason of retirement]. The approximate annual operating cost, including computer processing, programming and user support in the last year before retirement was $ [obtain from the Division of Information Technology Services; if the total is less that $100, enter "less than $100"]. Additional actions required by associated organizations to retire this system are as follows: $ Computer Operations - Follow DOE F , Records Inventory and Distribution Schedule (RIDS), or DOE F , Request for Records Disposition Authorization, for defining the disposition of all tapes associated with the system. Ensure retirement and archive tapes, and a complete set of system documentation is placed in a secure vault for the specified period, after which they may be disposed of without further notice. A copy of the software may be left in the software library/inventory for sharing/reuse by other organizations. $ Computer System Engineering Services/Operation $ Remove all production JCL from the automatic scheduling programs and continuity of operations (Vital Records Protection) program, if applicable. Remove from CICS, ORACLE, OMEGA, BasisPlus, etc., if applicable. Revoke all access to the system on the effective date: [list of access/userids]. $ Follow DOE F , Records Inventory and Distribution Schedule (RIDS), or DOE F , Request for Records Disposition Authorization, for defining the disposition of all tapes associated with the system. Ensure retirement and archive tapes, and a complete set of system documentation is placed in a secure vault for the specified period, after which they may be disposed of without any further notice. $ Quality Assurance/Audits - Remove the system from inventories of classified, sensitive and tracking systems, and scheduled information system and security reviews. A review may be conducted 6 months after system retirement to assure all retirement procedures have been followed. $ Support Documentation/Technical Writing - Notify the operations and maintenance support staffs, System Owner and all holders on the distribution list to destroy their copies of system documentation due to retirement. Remove all stored documentation (excluding software libraries/inventories). Send one complete copy of the system documentation for storage with the retirement tapes or in easily accessible area. Thank you for your cooperation in the retirement of the system. Please contact the [Support Programmer name] at XXX-XXXX when your organization has completed assigned retirement procedures. Attachments Distribution List Organization's Program Manager System Program Manger Records Management Officer Director of Information Management Director of Operations Computer System Engineering Services System Manager Quality Assurance Computer Security Site Manager Software Library/Inventory Coordinator Support Documentation/Technical Writing Figure 6. System Retirement Notification Memorandum Date: September 2002 Page 14

17 SAMPLE HEADQUARTERS SYSTEM RETIREMENT ACTION MEMORANDUM ACTIONS COMPLETED FOR [SYSTEM NAME (ACRONYM)] RETIREMENT By [Support Staff Name] $ All program listings and other miscellaneous listings were destroyed. $ The following disk files and software were copied to tape (005621): DOE.D0413LIB.LOAD to D0413.S002.LOAD File #1 DOE.DOE413LIB.CNTL to D0413.S003.CNTL File #2 DOE.D0413LIB.CLIST to D0413.S004.CLIST File #3 LIBRARIAN (SOURCE) PROD470 to D0412.S005.COBOL File #4 and D0413.S006.COBOL File #5 DOE.D DATA to D0413.S007.DATA File #6 NOTE: This activity freed up 103 tracks on DASD. $ The [SYSTEM ACRONYM] database has been copied to two tapes: , , DSN=D0413.S001.DBBKUP NOTE: This activity freed up 323 tracks on DOE 8XX. $ All tape files previously used by this system have been released. $ One complete copy of system documentation was stored with retirement tapes. $ All other copies of documentation were removed and destroyed. $ System Module No. XXXX can be removed from the System Module Cross-Reference System (SMXREF). $ All source programs have been deleted from LIBRARIAN. Figure 7. Attachment - Sample Headquarters System Retirement Action Memorandum Date: September 2002 Page 15

18 Remove from Software Platform: Participant Step Action Computer System Engineering Services 1 Remove the system from software subsystems (CICS, OMEGA, etc.) if appropriate. 2 Delete the system access rules. 3 Delete the Timesharing Option (TSO) account number, if appropriate. If a user has access to this system only, cancel the TSO LOGONID. 4 Delete the system JCL and dispose of all associated documentation and files, as appropriate. 5 Remove the system from automatic scheduling. 6 Remove the system from the Continuity of Operations Program schedule. 7 Assign tape retention periods as specified on DOE F or DOE F Deliver tapes to a secure vault, and documentation to the same vault or a secure, easily accessible area. 8 Inform Support staff of the action(s) taken. Date: September 2002 Page 16

19 System Documentation: Participant Step Action Support Documentation and/or Technical Writing 1 Send one complete copy of the system documentation to the Support staff for storage with the retirement backup tapes. 2 Remove stored system documentation (excluding software library/inventory). 3 Inform all holders of retiring system documentation to destroy their copies. 4 Inform Support staff of the action(s) taken. Date: September 2002 Page 17

20 Assemble the Retirement Folder: Participant Step Action Support Staff 1 Assemble the system retirement folder as follows: $ System Retirement Checklist $ System Owner's retirement authorization memorandum $ Signed support work plan $ DOE F , Request for System Control Identification Number $ Approved DOE F , Records Inventory and Disposition Schedule (RIDS) or for total system retirement Approved DOE F , Request for Records Disposition Authorization $ Proposed retirement completion memorandum from Director of Information Management or Operations to the System Owner Date: September 2002 Page 18

21 Assemble the Retirement Folder, continued: Participant Step Action Support Staff 2 Task the retirement process. If the system is tasked under separate order... Copy of Support Work Order signed in the "Completion" space. If the system is tasked as part of a multi-system work order... Identify the need to revise the work plan and an estimate of the revised work plan for the remaining systems. 3 Forward the folder with the retirement completion memorandum (shown in figure 7) to the System Manager. Date: September 2002 Page 19

22 [Date] HR-4 Retirement of [system name (system acronym); module number, if applicable] [System Owner] In accordance with your request, dated [date], the system retirement of the [system name], has been completed effective [date]. All software, procedures, programs and data have been copied to tape. All system access has been revoked. The retirement tapes and one complete copy of system documentation has been stored in a secure vault, and will be retained as indicated in DOE F , Records Inventory and Disposition Schedule (RIDS). Upon expiration of the retention period, tapes and documentation will be destroyed without further notice. All computer resident data has been deleted from system libraries. [name], Director Information Management/Operations Attachments cc: Director of Information Management, or Director of Operations Organization's Program Manager System Manager Records Management Officer Computer Security Site Manager System Manager Computer System Engineering Services DOE Departmental Records Officer (for DOE-wide systems) Figure 8. Retirement Completion Memorandum Date: September 2002 Page 20

23 Review the Retirement Folder: Participant Step Action System Manager 1 Review the retirement folder for completeness and accuracy. 2 Resolve any existing conflicts concerning the system retirement with the System Owner. 3 Finalize the retirement completion memorandum (shown in figure 7) for the Director of Information Management or Director of Operations signature. Forward the retirement completion memorandum to the Director for signature. Date: September 2002 Page 21

24 Approval of System Retirement: Participant Step Action Director of Information Management or Operations 1 Approve or disapprove the system retirement. If approved... Sign the retirement completion memorandum and transmit to System Owner appropriate carbon copies as indicated in figure 7. If disapproved... Return the retirement memorandum to the System Manager for resolution. System Manager 2 Finalize the retirement process. If approved... Go to Final System Retirement Tasks. If disapproved... Resolve problems that prompted disapproval. Revise the retirement completion memorandum and return it to the Director for approval. Date: September 2002 Page 22

25 Final System Retirement Tasks: Participant Step Action System Manager 1 Close out system project file with information from the system retirement folder, including the retirement completion memorandum (figure 7) from the Director of Information Management or Director of Operations. 2 Request the software library/inventory coordinator to delete system from libraries, if appropriate. Software Library and/or Inventory Coordinator 3 Review the retirement memorandum and delete the system from the library, if appropriate. The coordinator may leave the system in the inventory for software reuse and sharing. If retained, post a disclaimer with the software stating that it is being offered for sharing and reuse, but is unsupported as of the date of retirement. Retain the retirement memorandum. Date: September 2002 Page 23

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